Executive Assistant

Executive Assistant - GL B The Executive Assistant, Risk, provides comprehensive executive support to the CRO ensuring effective prioritization of the CRO’s time and workload in alignment with priorities, and ensuring the smooth operation of all aspects of office support for the Risk Department.

The incumbent provides support to the CRO and the wider Risk Department, including research, leading on specific project activities, preparing presentation materials and data analysis.

The incumbent acts as the Risk Department focal point for departmental finances and HR related matters, including budgets, recruitment, inductions and learning and development.

Key Responsibilities

• Acting with the highest level of discretion, manage the schedule and workflow of the CRO, and provide wide-ranging executive assistant support, to ensure the effective prioritization of the CRO’s time and workload in alignment with departmental and organizational priorities.
• Provide substantial support to the CRO to coordinate briefing materials for meetings in line with timelines and meeting objectives working with other colleagues in the Risk Department and across the organization to track and follow-up on agreed actions to ensure their effective closure.
• Provide support to the CRO and other teams within the Risk Department undertaking relevant research, providing project management support, and leading on specific project activities, including preparing presentation materials and data analysis, working with a range of different software, including MS Office.
• Act as first point of contact for queries from, and liaise with, the Office of the Executive Director, senior managers, department heads, the OIG and external stakeholders, on behalf of the CRO, including routinely handle sensitive and confidential information.
• Accountable for the smooth operation of all aspects of office support ensuring the effective and timely flow of information between internal teams and with the other business units.
• Act as the Risk Department’s focal point for coordination of queries and returns relating to departmental finances, including coordinating the Risk Department’s budget: monitoring expenditure, monthly reporting and quarterly forecasting.
• Act as the Risk Department’s focal point for HR related activities including coordinating recruitment, screening job applications and interviewing applicants, and liaising on learning and development in order to plan for, and respond to the team’s training needs.
• Coordinate the induction of new team members, including preparing induction materials, and engage with managers to ensure probation guidelines, objectives and development plans are in place.
• Manage work-related travel for the Risk Department including coordinating travel arrangements and monitoring travel claims to ensure compliance with corporate policies.
• Ensure the effective and efficient management of Risk Department documents, managing the design and maintenance of the departmental SharePoint site, defining and updating levels of access and confidentiality and overseeing document management in compliance with good practice.

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

• Bachelor’s degree or equivalent in a relevant field (business administration, communications etc

Desirable:

• Certification in executive / office management or a secretarial qualification from a recognized institution.

Experience

Essential:

• Work experience at a similar level, providing comprehensive executive support, working in an international, organization.
• Proven ability to adapt quickly and gain an understanding of the requirements of a senior manager’s workload, departmental and organizational priorities, and organization dynamics .
• Proven ability to quickly build and maintain the trust and confidence of colleagues, senior managers and external stakeholders.
• Experience working in diverse, fast-moving and dynamic teams with the ability to positively work with a variety of individuals and adapt to different situations.
• Proven ability to effectively multi-task and independently exercise good judgement to effectively prioritize work and manage competing demands in line with tight deadlines.
• Extremely well developed interpersonal skills with a proven ability to communicate effectively and persuasively both verbally, and in writing, at all organizational levels, and where required, to manage conflict.
• Proven ability to respond appropriately and deal effectively with diverse situations that require good judgment, tact and diplomacy and confidentiality.
• Applies the same level of courtesy to individuals at all levels throughout the organization.

Desirable:

• More than five years’ work experience at a similar level, providing comprehensive executive support, working in an international, organization.
• Experience within an international NGO or UN / UN equivalent organization
• Project management

Competencies

Languages:

An excellent knowledge of English. Knowledge of other languages would be an asset.

Organizational Competencies:

• Global Fund awareness and mind-set
• Service orientation
• Drive for results
• Collaboration
• Interaction
• Adaptability

Functional Competencies:

• Understands Risk & Assurance Framework and risk management best practices and applies these to own work.
• Has a thorough understanding of how to apply organisational risk management principles and practices within the context of the Global Fund.

The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.

Explore our vacancies and apply on the Global Fund Careers recruitment system.

More information on working at the Global Fund is available on the Careers section of our main website.

Job Posting End Date

29 July 2021